Free Sample Accounts Assistant (2) Job Description
download free sample human resources policies and job descriptions

Sample Accounts Assistant (2) Job Description


Donate & Download Entire Site

Accounts Assistant 2

POSITION:

Accounts Assistant 2

INCUMBENT (S):

Angie Doe

DIVISION:

Finance and Accounts

ORGANIZATION:

Company ABC

LOCATION:

City ABC

DATE:

June 28, 2013

Approval Signatures:

Incumbent                           Deputy General Manager

RESPONSIBILITIES:

This position is responsible for the effective management of the Company ABC debtors database through regular recording, reconciling of financial records.

This position is required to interact extensively with the finance and accounts department staff.

ORGANIZATION MAGNITUDE (Annualized):

Total ABC Staff:             52

Total Budget                  13,632,993,292

Total Revenues              13,937,536,891

ORGANIZATION STRUCTURE:

This position reports to the Senior Accountant and receives written and verbal direction from this individual.

This position does not supervise or direct any staff (no direct reports).

This position receives indirect guidance from:

·         Accountants: writing cheque deposit slips in groups/bank; updating cash and cheque register books

·         Accounts Assistant: how to make entries in Navision software

·         Senior Accountant: customer payments on outstanding invoices

NATURE OF WORK AND JOB SCALE:

Freedom to Act:

This position has work originating from:

·         PMS

·         TSD

·         PU

This position provides work to the following individuals, groups and/or departments:

·         Head of Finance and Accounts

·         Senior Accountant

The work performed by this position is typically reviewed or approved while in progress by the Senior Accountant

The work performed by this position is typically reviewed or approved when completed by the Head of Finance and Accounts

This position has access to the following procedures and/or manuals to assist with completing his/her work:

·         Financial Management Procedure

·         Manual for customer posting group schedule

Challenges:

The position encounters frequent problems related to:

  •  Looking for missing documents

The most difficult problems this position encounters include:

·          Handling difficult customers with aged outstanding invoices

This position has access to a supervisor and/or other employees in order to resolve the following problem(s):

·         Handling difficult customers with aged outstanding invoices

·         Approval of credit in the absence of the Head of Finance and Accounts

·         Tracing of missing customer receipts

·         Tracing of customer files and delivery notes

·         Tracing of missing purchase order using PMS copy

·         Guidance in making the necessary adjustments of customers accounts

Contacts:

This position has contact with the following individuals, departments and/or external contacts on the following basis:

·         Dispatch Officer (PMS): To identify missing customer files with outstanding invoices on a weekly basis

·         Head of PMS (PMS): To approve the use of PMS purchase order copy to trace missing purchase order, on a weekly basis

·         Technician (TSD): To clarify on posted outstanding invoices, on a bi-weekly basis

·         Marie Stopes (Health Care Service provider), Accountant: With respect to debt collection ranging in amounts from shs 5-9 million, on a monthly basis

·         Ministry of Health: Follow up on outstanding payments, as required

SPECIFIC RESPONSIBILITIES:

·         To ensure the proper maintenance of Company ABC customer database

o          regularly updating and maintaining customers cards

o          checking the customer cards to confirm that they bear the correct posting groups

o          checking to confirm that the logical customer numbering systems corresponds to the set up posting group

·         To ensure the accurate and timely payment of debtors

o          compiling an updated weekly debtors report for submission to the Head of Finance and Accounts

o          reconciling the debtors list on a monthly basis and effecting credit and debit notes

·         To ensure the accurate and timely payment of local suppliers

o          sorting out invoices on a weekly basis that fall due and forwarding them for approval

·         To ensure the proper recording of incoming and outgoing payments

o          occasionally updating the cheque register and Cash Book

o          writing out cheques and deposit slips

·         Provide reports to the following individuals, departments and/or external contacts on the following basis:

o         Weekly debtors status report to Head of Finance and Accounts and Senior Accountant to portray Company ABC debtors status, on a weekly basis

o         Debtors monthly report to Head of Finance and Accounts and Senior Accountant to portray Company ABC debtors status, on a monthly basis

o         Debtors top 20 analysis to Head of Finance and Accounts to analyse debtors status of payment, on a bi-weekly basis

o         Debtors analysis report to Head of Finance and Accounts to portray provisions of bad debts to be written off, on an annual basis

o         Debtors write off list to Senior Accountant to portray debts that must be written off, on an annual basis

WORKING CONDITIONS:

This position is subject to mental stress caused by long periods of concentration working with figures/numbers. This often leads to constant headaches. This can occur 2-3 times in a week and it normally last for a whole day.

QUALIFICATIONS:

Certificate


Donate & Download Entire Site